REQUEST FOR PROPOSAL FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (CALFRESH)- SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM

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1 Date of Notice: June 20, 2016 RFP NO. DHA , Reissue REQUEST FOR PROPOSAL FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (CALFRESH)- SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM Page i of v

2 Included in this RFP: REQUEST FOR PROPOSAL (RFP) FOR THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (CALFRESH)- SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM COUNTY OF SACRAMENTO DEPARTMENT OF HUMAN ASSISTANCE Section I Section II Section III Section IV Section V Section VI Instructions Overview of the Request For Proposal Administrative Rules and Requirements Proposal Narrative Proposal Content Requirements and Proposer Proposal Requirements Exhibits A. RFP Checklist B. RFP Cover Letter and Proposer Statements C. Budget Forms and Instructions D. Insurance Requirements E. Child Support Ordinance/Certificate of Compliance/Contractor Identification Form F. Nondiscrimination Clause/Statement of Compliance G. Debarment and Suspension Certification H. Five or More Employees Statement Addendum I. INSTRUCTIONS FOR PROPOSERS Review all sections carefully and follow all instructions in this packet. Submit complete RFP package in accordance with instructions in this packet to: Contracts Manager Sacramento County Department of Human Assistance 2433 Marconi Avenue Sacramento, CA PROPOSALS MUST BE RECEIVED AT THE ABOVE ADDRESS NO LATER THAN 3:00 P.M., WEDNESDAY JULY 6, LATE PROPOSALS WILL NOT BE ACCEPTED POSTMARKS WILL NOT BE ACCEPTED FAX SUBMISSIONS AND S WILL NOT BE ACCEPTED DELIVERY TO ANY OTHER OFFICE WILL NOT BE ACCEPTED PROPOSALS THAT ARE NOT SEALED WILL NOT BE ACCEPTED Page ii of v

3 FUNDING CYCLE: September 2016 through June 30, 2017, with the possibility of two one-year extensions contingent on the availability of federal funds. QUALIFIED PROPOSERS: Currently existing Community Based Organizations (CBOs), that: Operate in the geographic boundaries of Sacramento County Provide services accessible to all residents of Sacramento County Operations provided from a fixed location (address) Currently provide program services the same or equivalent to the SNAP to Skills program. Examples of services offered to Employment and Training (E&T) participants include, but are not limited to, industry recognized training, work-based education and training, apprenticeships, On the Job Trainings (OJTs), embedded supportive services, soft skills training etc. facilities conducive to meeting confidentiality requirements of the CalFresh (SNAP) program AMOUNT OF FUNDS: SNAP to Skills is a 50/50 (Federal/CBO) match program. The County will not provide any matching funds. MANDATORY PROPOSERS CONFERENCE: A mandatory proposers conference is scheduled for Wednesday, June 29, This conference will be held from 10:30 a.m. to 11:30 a.m. at the Department of Human Assistance, 2433 Marconi Avenue, Sacramento, CA, in the Large Conference Room. Only those entities with representatives attending the conference will be allowed to submit a proposal. No questions will be answered prior to the proposers conference, or after. Anyone arriving more than 15 minutes late will not be admitted or be permitted to submit a proposal. Reservations will be accepted for the Mandatory Proposer s Conference through 3:00 p.m., Friday, June 24, Please secure your reservation and confirm your attendance by contacting Kim Mack at (916) or at mackk@saccounty.net. Purpose: The purpose of the conference will be to discuss the requirements and objectives of the SNAP to Skills RFP and to answer questions and provide needed clarification relating to this RFP. Follow-up: Any questions or need for clarification arising from the Mandatory Proposer s Conference that cannot be readily answered during the conference, will be answered via an sent to all attendees by close of business Friday, July 1, Page iii of v

4 SNAP TO SKILLS RFP ANTICIPATED RFP TIMETABLE DATE ACTIVITY CONTACT/ PHONE LOCATION Monday, June 20, am RFP available to prospective proposers Kim Mack (916) Department of Human Assistance (DHA) 2433 Marconi Avenue, Sacramento, CA Wednesday, June 29, :30am MANDATORY Proposers Conference Kim Mack (916) Department of Human Assistance (DHA) 2433 Marconi Avenue, Large Conference Room Sacramento, CA Wednesday, July 6, :00 p.m. DEADLINE Final date and time to submit proposals Kim Mack (916) Department of Human Assistance (DHA) 2433 Marconi Avenue, Sacramento, CA Tuesday, July 19, 2016 Evaluation of proposal packets Thursday, July 21, 2016 Notice of proposed awards posted in DHA administrative office. DHA Administration 2433 Marconi Avenue Sacramento, CA Wednesday, July 27, :00 p.m. DEADLINE Final Date to submit written Protest of Awards Ann Edwards, Director Department of Human Assistance (DHA) 2433 Marconi Avenue Sacramento, CA Tuesday, August 2, 2016 Director s decision on protests Ann Edwards, Director Department of Human Assistance (DHA) 2433 Marconi Avenue Sacramento, CA *Tuesday, August 23rd, 2016 Present recommended award to the Board of Supervisors Ann Edwards, Director September 2016 Contract Begins * Contingent on resolution of protests ** Subject to Board of Supervisors approval Page iv of v

5 COUNTY OF SACRAMENTO DEPARTMENT OF HUMAN ASSISTANCE REQUEST FOR PROPOSAL FOR SNAP TO SKILLS DEFINITIONS The following are definitions as they pertain to this Request for Qualification: Proposer the agency that is applying for funding under this RFP. Proposers applying together in a Comprehensive Proposal are called co-proposers. Proposal the response to this RFP. A proposal is either a Comprehensive Proposal or a Single Entity Proposal. CalFresh California s Supplemental Nutrition Assistance Program (SNAP) FNS Food and Nutrition Service Contractor the entity that enters into a contract with the Department of Human Assistance DHA County of Sacramento Department of Human Assistance Individual a person not in a family Participant a household who receives services Provider Contractor (generally a non-profit) that provides services RFP- Request for Proposal State State of California, Department of Social Services (CDSS) Successful Proposer an entity possessing adequate financial resources to provide the necessary services described in this RFP. Who has the ability to comply with the proposed delivery or performance requirements taking into consideration available expertise and any existing business commitments; that has a record of satisfactory performance and a history of meeting the requirements for service and reporting activities related to job service administration and program operation. Page v of v

6 Date of Notice: June 20, 2016 RFP NO. DHA , Reissue COUNTY OF SACRAMENTO DEPARTMENT OF HUMAN ASSISTANCE REQUEST FOR PROPOSAL FOR SNAP TO SKILLS II. OVERVIEW OF THE REQUEST FOR PROPOSAL A. INTRODUCTION The Sacramento County, Department of Human Assistance (DHA) is one of four counties selected to participate in the Supplemental Nutrition Assistance Program (SNAP) Employment and Training (E&T) initiative known as SNAP To Skills. The SNAP To Skills is a Third Party Reimbursement Program that focuses on expanding the core SNAP E&T program components; job driven training and career pathway, while providing an opportunity for states and counties to increase their E&T participation. The goal of incorporating SNAP To Skills into Sacramento County s existing SNAP E&T program is to expand its E&T program to make it more job driven and employer focused. Through SNAP To Skills, E&T participants will gain the skills they need to secure the jobs of the future. The Federal Department of Food and Nutrition Service (FNS) selected the Seattle Jobs Initiative (SJI) to establish and operate California s SNAP To Skills program in conjunction with FNS and the California Department of Social Services (CDSS). SJI will work with Sacramento County to provide multi-faceted technical assistance in a collaborative partnership to help incorporate job-driven elements into existing SNAP E&T programs. Incorporating job-driven elements involves creating career pathways for E&T participants through: demand-driven business engagement, industry recognized training, flexible and innovative instructional models, connection to the Workforce Innovation and Opportunity Act (WIOA), work-based education and training, apprenticeships, On the Job Trainings (OJTs), embedded supportive services and soft skills training. DHA is issuing this Request for Proposal (RFP) to solicit proposals from interested community agencies to become a collaborative provider of SNAP to Skills program in Sacramento County. B. FUNDING The total amount of funding available is based on the Federal allocation. The Third Party Reimbursement Program provides participating agencies a 50 percent Federal reimbursement for approved E&T activities. The County does not provide any matching funds. C. PROPOSER ELIGIBILITY: Proposers must meet the listed minimum proposal to be eligible to apply for this program. An eligible proposer must: 1. A proposal from a collaborative of non-profits will be considered. Each non-profit in the partnership must complete and submit a collaborative response that meets all of the conditions and requirements of this RFP. 2. Demonstrate knowledge and understanding of the Workforce Innovation and Opportunity Act (WIOA). Create performance measures that align with SNAP E&T programs and WIOA federal requirements. 3. Demonstrate capacity and experience in implementing successful approaches to marketing and recruiting for the SNAP E&T programs to potential participants. 4. Determine performance measures that best demonstrate the effectiveness and targeted outcomes for your SNAP E&T program. 5. Demonstrate the capacity and experience in serving the target populations and in delivering services similar in type to those they will be providing under this RFP. 6. Demonstrate sufficient capacity to perform all required administrative tasks, including tracking and reporting, billing, and collaborative functions. Page 1 of 14

7 7. Have at least two years prior experience providing SNAP to Skills related services to Sacramento County residents. 8. Have a fixed location (address) that is open, accessible and available to the public. 9. Have infrastructure already in place. 10. Have staff resources available to provide the level of service requested in this RFP by providing information on available staffing and functions to be used to meet the requirements of this RFP. 11. Provide services to the diverse population of Sacramento County to persons of all age groups, languages and cultures. 12. Demonstrate its ability to provide culturally competent and multilingual services in a variety of languages including English, Spanish, Russian, Chinese, Hmong, and Vietnamese to diverse households residing in Sacramento County. D. ADMINISTRATIVE AND FISCAL CAPACITY It is critical to the on-going success of the program, for the successful proposer to have appropriate levels of administrative and fiscal capacity. At the most basic, the successful proposer will need to demonstrate the capacity to manage an annual budget with the accompanying accounting and cash flow responsibilities. Failure to adequately manage the financial aspects of this grant could result not only in the failure of the program, but in the demise of an agency unprepared for the size and complexity involved. Because of the need to accurately track multiple funding sources, proposers should be aware that the County will require that the successful agency(s) implement detailed accounting procedures in regard to employee timesheets and monthly invoices. An agency will need to demonstrate knowledge of data management including databases and report generation. All documentation must be in compliance with all funding source s reporting requirements (FNS) and record keeping requirements. E. GOALS OF THE SNAP TO SKILLS PROGRAM It is critical that the SNAP to Skills program for community agencies fulfill the project goals and objectives that are developed for the SNAP to Skills grant. For purposes of this program, all the services in this RFP operate as a support to achieving program goals to enable individuals to improve employability. These goals are: 1) emphasis on skills development to find and retain employment 2) credentials necessary for high-demand jobs in the local labor market 3) ability to earn family supporting wages 4) and reduce the need for CalFresh. Organizations interested in participating in this program must submit a proposal that demonstrates the organization s experience in the following: Activities or services that are job-driven elements and have a career pathway. Target individuals receiving CalFresh and are eligible to E&T services. Provides case management, supportive services, and soft skills training Provides work-based learning, including pre-apprenticeship programs and on-the-job learning; Employer focused programs Public-private partnerships. The services provided must function to achieve and complement the aforementioned program goals. The philosophy of the successful proposer must mesh with the employment and training program goals of the current SNAP Employment and Training guidelines outlined by FNS. F. TARGET POPULATION AND PARTICIPANT ELIGIBILITY The Department of Human Assistance serves a low-income, multi-lingual, multi-cultural population. The Department desires proposals that will include services to participants in the Sacramento County area. The population must include residents who are CalFresh Abled-Bodied Adults Without Dependents (ABAWD). Page 2 of 13

8 I. TERM The contract will commence upon contract execution and end June 30, 2017 with the option of two one-year extensions, depending on available funding. DHA reserves the right to initiate a new RFP at any time during this period if the Department determines it is necessary. DHA may terminate any contract within thirty days without cause. DHA may terminate for cause immediately upon giving written notice if: Contractor materially fails to perform any of the covenants contained in the contract in the time and/or manner specified; or DHA is advised that funding is not available. III. ADMINISTRATIVE RULES AND REQUIREMENTS A. PROPOSAL SUBMISSION 1. All proposal narratives must be typed and submitted on standard white paper, 8 1/2 inches by 11 inches in size, SINGLE SPACED, one-sided, in print no smaller than 11 point font, with each page clearly and consecutively numbered. 2. Staple each copy of the proposal in the upper left corner or secure the proposal with ordinary spiral binding. If proposal packet is too large to staple or spiral bind, secure packet by whatever means possible, but preferably using a method that can be easily taken apart to allow it to be copied. Elaborate artwork and expensive paper and bindings, expensive visual or other presentations are neither necessary nor desired. 3. All proposals must be submitted in the order specified in Section IV of this RFP. 4. The proposal must be submitted in the legal entity name of the proposer or an authorized representative. If the proposal is submitted by a corporation, the proposal must be signed by a corporate officer or a representative authorized by the organization. If such authorization is other than a corporate document, a copy of such authorization must be submitted to the DHA with the proposal. SIGNATURE FACSIMILE STAMPS WILL NOT BE ACCEPTED. 5. An original with original signatures in blue ink, and copies as required (See Exhibit A, RFP Checklist) of the proposal must be enclosed in a sealed envelope or box bearing the name and address of the proposer clearly visible, and plainly marked: "SEALED BID SNAP TO SKILLS. Proposals that are not sealed will not be accepted. 6. If any information contained in the response is considered confidential or proprietary by the proposer, it must be clearly labeled as such and presented in a sealed envelope within the proposer s sealed response package. In order to assert the confidentiality of any such information if a Public Records Act request is received, the proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for any liability, costs and expenses incurred in asserting such confidentiality as part of the proposal. The agreement is available upon request and must be submitted with the proposal. 7. Proposals must be submitted either by mail or by personal delivery to: Contracts Manager Sacramento County Department of Human Assistance 2433 Marconi Avenue Sacramento, CA Page 3 of 13

9 Proposals not received by 3:00 p.m., Wednesday July 6, 2016, at the above address will be rejected. Proposals submitted to any other office will not be accepted. It is the responsibility of the proposer to submit the proposal by the time and date to the address specified above. Postmarks will not be accepted. Fax submissions will not be accepted. DHA will reject any proposal not meeting this RFP requirement. RULES GOVERNING RFP COMPETITION 1. Proposer's Cost for Developing Proposal Costs for developing and submitting proposals are the responsibility of the proposer and shall not be chargeable in any way to the County of Sacramento or DHA. 2. Addenda and Supplement To RFP If revisions or additional data to the RFP become necessary, DHA will provide addenda or supplements. 3. Property of the County All proposals submitted become the property of the County and will not be returned. As part of the review and selection process, the proposals may be reviewed and evaluated by County staff and representatives from other public agencies and/or individuals from the private sector. 4. Confidentiality All proposals shall remain confidential until the evaluation process is completed, proposed awards have been posted, and the Board of Supervisors has awarded the contracts for this service. 5. False or Misleading Statements Proposals which contain false or misleading statements, or which provide reference which do not support an attribute or condition contended by the vendor, may be rejected. If, in the opinion of the County, such information was intended to mislead the County in its evaluation of the proposal and the attribute, condition, or capability is a requirement of the RFP, the bid shall be rejected. 6. Proposer Responsibility The proposer is expected to be thoroughly familiar with all specifications and requirements of this RFP. Failure or omission to examine any relevant aspect of this RFP will not relieve you, as a proposer, from any obligation regarding this RFP. By submitting a response, the proposer is presumed to concur with all terms, conditions, and specifications of this RFP. 7. Reference Check: Submittal of a response authorizes DHA to investigate without limitation the background and current performance of your agency. 8. Right of the County The County reserves the right to: a. Negotiate changes to proposals. b. Request additional written or oral information from proposers in order to obtain clarification of their responses. c. Reject any or all responses. Minor irregularities or informalities in any response which are immaterial or inconsequential in nature, and are neither affected by neither law nor a Page 4 of 13

10 substantial variance with RFP conditions, may be waived at the County s discretion whenever it is determined to be in the County s best interest. d. Make awards of contracts for all the services offered in a proposal or for any portion thereof. e. Recommend and/or award an amount less than stated in the RFP, if an amount is stated, and negotiate a reduction or increase in service levels commensurate with funds availability. f. Enter into negotiations with the competitor who submitted the next highest-rated proposal, or issue a new RFP, if the competitor, who is selected through this RFP, fails to accept and meet the terms of the standard County contract. g. Cancel the RFP process. 9. Rejection of Proposals a. Issuance of this RFP in no way constitutes a commitment by the County to award a contract. The County reserves the right to reject any or all proposals received in response to this RFP, or to cancel this RFP if it is deemed to be in the best interest of the County to do so. b. Failure to furnish all information required in this RFP or to follow the proposal format requested shall disqualify the proposal. Any exceptions to the scope of work required by this RFP must be justified in the proposal. 10. News Releases News releases pertaining to this RFP and its award will not be made without prior approval of the County. B. SELECTION PROCESS AND AWARD CRITERIA Evaluation of proposals and recommendation for contract(s) award(s) are conducted as follows: 1. The sole purpose in the evaluation process is to determine from among the responses received which one is best suited to meet the County s needs. Any final analysis or weighted point score does not imply that one proposer is superior to another, but simply that in our judgment that the proposer that was selected appears to offer the best overall solution for our current and anticipated needs. This RFP will award a contract to the proposer(s) whose offer provides the greatest value to the County from the standpoint of suitability to purpose, quality, service, previous experience, price, life cycle cost, ability to deliver, or for any other reason deemed to be in the best interest of the County. 2. All proposals shall receive a technical review to determine whether they meet the content and format requirement specified in the RFP. Incomplete proposals will not be forwarded to the selection committee; they will be rejected prior to review. Rejected proposals will not be returned, but proposers will be notified in writing that the proposal was rejected in the initial screening process. 3. All proposals meeting the content and format requirements shall then be submitted to a selection committee, which shall evaluate the proposals based on specific award criteria. The selection committee members will independently rank each proposal, and the separate rankings will be accumulated for an overall ranking of all proposals. 4. Recommended awards will be made for one or more proposers who are responsive to the requirements of the RFP and have demonstrated knowledge and experience that meet the requirements described. 5. In the event that fewer than three proposals are submitted, the County has the right to make a selection from among the proposals that are submitted, to reissue the RFP in order to obtain sufficient responsible proposals, or to cancel the RFP and either negotiate a sole source contract or elect to provide the services within the department. If none of the proposals are Page 5 of 13

11 deemed satisfactory, the County has the right to reissue the RFP in order to obtain sufficient responsible proposals, or to cancel the RFP and either negotiate a sole source contract or elect to provide the services within the department. 6. Proposers may be requested to give oral presentations to the selection committee before the final recommendations are made. The oral interview will consist of standard questions asked of each of the proposers and specific questions regarding the specific proposal. 7. The County reserves the right to negotiate independently with any of the proposed contracts or subcontractors, in order to create the strongest possible administrative and service package. 8. Attempts by Proposer to come onto the program site to view facilities, talk with residents or for any other purpose may result in disqualification of Proposer. 9. Attempts by Proposer to contact and/or influence members of the Selection committee may result in disqualification of Proposer. C. NOTICE OF AWARD AND OPPORTUNITY TO PROTEST 1. A list of all proposed awards shall be posted at DHA for five (5) working days, beginning Thursday, July 21, All proposers and any interested persons may review the notice at DHA Administrative Offices, 2433 Marconi Avenue, Sacramento, CA. 2. Any respondent wishing to appeal the proposed award must submit a written letter of protest by Wednesday, July 27, 2016 by 3:00 p.m. Submit this correspondence to: Director Department of Human Assistance 2433 Marconi Avenue Sacramento, CA Protests shall be limited to the following grounds: Procedural irregularities (for example, one or more proposer treated differently than other proposers by allowing them to submit additional information after the deadline). Conflict of interest (for example, a member of the selection committee is a member of the Board of any bidder organization). County is proposing to award the contract to a proposer other than the proposer judged to be qualified by the evaluation. 4. The protest letter must contain a complete statement of the basis for the protest. 5. The protest letter must include the name, title, address, address and telephone number of the person representing the protesting party. 6. County shall investigate all written protests and a response shall be sent by the Director to the proposer. 7. Awards are not final until approved by the Sacramento County Board of Supervisors. IV. PROPOSAL NARRATIVE A. PURPOSE SCOPE OF WORK The SNAP to Skills program is comprised of components intended to help participants find and retain employment; increase household income; reduce reliance on public assistance; and improve other measures of household well-being. The program focuses on expanding the core SNAP E&T program components thru job driven training and career pathways for the betterment of Sacramento County E&T participants. Proposers will need to provide program descriptions that meet the needs of the Page 6 of 13

12 program components. Additionally, proposers must demonstrate the ability to perform these functions successfully through their current services provided. The scope of program components and responsibilities are presented in this section under three main categories: Management and Administrative; Support Services; and, Vocational Education and Employment. Below are some of the more significant responsibilities under each category; the final list of responsibilities will be included in the contract with the selected agency. 1. MANAGEMENT AND ADMINISTRATION Listed below are functions and responsibilities required in the management and administration of the SNAP to Skills program. a. General Maintain compliance with all aspects of the SNAP funding requirements, including data tracking, assisting with the production of Annual Progress Reports and submitting annual renewal documents. Submit timely accurate invoices to DHA; ensure invoices accurately reflect use of various funding sources for designated purposes. b. Staffing Employ and supervise qualified and culturally competent staff. Please describe planned staffing levels. Please include how staffing level determination will be coordinated. c. Participant Eligibility The population served by the funding will be CalFresh customers or CalFresh eligibles who meet CalFresh eligibility requirements. Contracted agencies must be physically located in Sacramento County and will provide services to CalFresh participants. Please provide an explanation of any experience the proposer agency has in providing services to CalFresh recipients within Sacramento County. 2. SUPPORT SERVICES For purposes of this RFP, Case Management means utilization of trained professionals who employ industry accepted practices as they interact with program participants individually and in groups to assess, identify and provide skilled support and expertise that build the individual s strengths and allow the participants to resolve or improve individual and/or family issues which may impede social and economic self-sufficiency. Supportive services include providing case management services during regular business hours as well as evenings and weekends in order to meet the needs of participants who are in job training or working during regular business hours. Provide case management services on-call 24 hours a day to respond to participant emergencies. This includes providing multi-cultural, multilingual services. Support services may include conducting a variety of workshops and groups that provide content in support of common needs/goals among participants. Examples of the needs to be addressed on an individual and/or group basis include, but are not limited to: financial, housing, legal, parenting, healthy relationships, domestic violence, learning disabilities, and physical and mental health challenges. Other needs include education and support of recovery from addiction to alcohol and other drugs. Make appropriate referrals to professionals and programs that contribute to the participant's goals. 3. VOCATIONAL EDUCATION AND EMPLOYMENT The successful proposer will be able to demonstrate the essential program components; job driven training and career pathways and have the ability to maintain and/or provide one or more of the following: Page 7 of 13

13 Programmatic focus on assisting participants to attain job skills and secure/retain employment; Job search assistance and job search training; Programs designed to improve the employability of individuals through actual work experience, training, or both; Programs designed to increase an individual s self-sufficiency through self-employment; Education that improves basic skills or employability and has a direct link to employment; Vocational training; and Job retention for 90 days following employment. B. PROPOSAL, EXPERIENCE AND KNOWLEDGE Proposers must have the knowledge, training and experience in all pertinent areas required to provide the services proposed, including experience in similar collaborative projects and experience in previous contracting with a government agency. C. PROPOSER S ORGANIZATIONAL STRUCTURE As noted, the proposer will need to coordinate services on every level. Proposer must have an organization structure that will support this coordination; including administrative and service level staffing (provide job descriptions). D. REPORTING REQUIREMENTS The proposer will be required to complete monthly reporting documents to capture required DHA and CDSS information. Information required by State and Federal governments changes rapidly, thus requiring changes in reporting during the contract period. The proposer must have in place a comprehensive management information system and system unit to comply with the changing fiscal and performance reports required. DHA may request additional reports E. INFORMATION SYSTEM COMMUNICATION NEEDED BY CONTRACTOR Both DHA and proposer will be exchanging information. Proposals must include access to data to allow for sharing of case information while protecting participant confidentiality. V. PROPOSAL CONTENT REQUIREMENTS AND PROPOSER QUALIFICATION REQUIREMENTS Proposers may include a single entity, which is applying to provide a complete program that includes all elements, or a collaborative, which is a group of agencies partnering to provide a complete program. If you are a single entity proposer, you must complete and submit all of the requirements listed on the following pages. If you are applying as a collaborative, there are some requirements on the following pages that each agency will need to complete individually, and some requirements that each agency will need to submit collaboratively. Many of the requirements on the following pages have page limitations; on requirements with page limitations we have made an allowance for collaboratives. Page limitations are very important. Any agency that exceeds the page limitations may fail the technical review and may not be forwarded for scoring and ranking consideration. There is a total of 100 points possible on the proposal. Any successful proposal must score a minimum of 75 points to be considered for funding. Some requirements do not have any points awarded for completion and submission. Again, failure to provide all requirements may result in failing the technical review process and may mean that the proposal will not be forwarded for scoring and ranking consideration. The following chart shows the items that will be required, how many points are possible for each item, and provides detail on collaborative proposer requirements. Specifics to these categories are listed after the chart. Page 8 of 13

14 Section Points Comments A. RFP Checklist 0 Submit with completed proposal B. RFP Cover Letter and Proposer If applying as a collaborative, each partner agency 5 Statements must submit a complete packet for their agency C. Table of Contents 0 Submit with completed proposal D. Program Narrative 40 Collaboratives submit 1 Table of Contents E. Performance Measurement 10 Collaboratives submit only one that includes information of each agency s role and responsibilities F. Population/Geographic Target Area 10 Collaboratives submit only one that includes information of each agency s role and responsibilities G. Qualification, Experience and Collaboratives submit only one that includes 10 Knowledge information of each agency s role and responsibilities H. Organizational Structure 10 Collaboratives submit only one that includes information of each agency s role and responsibilities I. Budget 15 Collaboratives submit only one that includes information of each agency s role and responsibilities J. Insurance requirements 0 If applying as a collaborative, each partner agency must submit this for their agency K. Child Support 0 If applying as a collaborative, each partner agency must submit this for their agency L. Non-Discrimination 0 If applying as a collaborative, each partner agency must submit this for their agency M. Debarment 0 If applying as a collaborative, each partner agency must submit this for their agency N. Non-Profit Status 0 If applying as a collaborative, each partner agency must submit this for their agency O. Proof of Signature Authority 0 If applying as a collaborative, each partner agency must submit this for their agency P. Financial Statements 0 If applying as a collaborative, each partner agency must submit this for their agency Proposers must prepare a proposal which includes the items specified below in the order specified below. A. RFP CHECKLIST (Exhibit A) B. COVER LETTER AND PROPOSER S STATEMENTS (this section is worth 5 points) The RFP Cover Letter and Proposer s Statements is included in this packet as Exhibit B. It must be fully completed and submitted with the proposal. You may type directly on this Exhibit OR you may prepare your own statement cover letter using a typewriter or word processor. If Exhibit B from this packet is not used, it is the proposer s responsibility to be sure that the format exactly follows Exhibit B and no information is omitted. A signed statement of intent to meet the requirements specified in this RFP and to abide by the administrative rules of this RFP must be submitted. Any exception must be stated. By signing Exhibit B, proposer specifies intent to meet and abide by RFP requirements and rules. C. TABLE OF CONTENTS Number each page of the proposal and include a table of contents. D. PROGRAM NARRATIVE (this section is worth a total of 40 points) A single entity proposer is allowed a total of four pages. A collaborative proposal is allowed two additional pages for each partner in the collaborative. No collaborative proposal can exceed a total of six pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. Page 9 of 13

15 The narrative must enable a selection committee to make an evaluation to determine whether the proposal meets SNAP to Skills program requirements. The proposal narrative should be specific, complete and clearly and fully demonstrate that the proposer has an understanding of the program requirements and the knowledge and skills to meet those requirements. Do not use a different page for each section. The points shown in parenthesis after the heading are the total points available for each part. The sum of the total points possible for each part equals the total possible for the Program Experience (40 points). Items addressed in this section include the Scope of Services, the experience the agency has in serving the targeted population, an understanding of the CalFresh Employment and Training program, service provision, and staffing levels. E. PERFORMANCE MEASUREMENTS/REPORTING (this section is worth 10 points) A single entity proposer is allowed a total of two pages for narrative answers. A collaborative proposal is allowed one additional page for narrative answers for each partner in the collaborative. No collaborative proposal can exceed a total of three pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. Items addressed in this section will describe the level of understanding and meeting the HMIS data requirements, plan for meeting the Performance Measurements, experience in contracting with a government agency and meeting reporting requirements. F. POPULATION/GEOGRAPHIC TARGET AREA (this section is worth 10 points) A single entity proposer is allowed a total of two pages. A collaborative proposal is allowed one additional page for each partner in the collaborative. No collaborative proposal can exceed a total of three pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. Items addressed in this section will identify the geographic area served, an understanding of the eligibility aspects of the targeted population, and meeting the needs of multi-cultural, multilingual participants. G. QUALIFICATION, EXPERIENCE AND KNOWLEDGE (this section is worth 10 points) A single entity proposer is allowed a total of two pages. A collaborative proposal is allowed one additional page for each partner in the collaborative. No collaborative proposal can exceed a total of three pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. Items addressed in this section will be the agency s comprehensive knowledge, experience in service provision, and previous experience in contracting with a government agency. H. ORGANIZATIONAL STRUCTURE (this section is worth 10 points) A single entity proposer is allowed a total of two pages. A collaborative proposal is allowed one additional page for each partner in the collaborative. No collaborative proposal can exceed a total of three pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. Items addressed in this section are to be a description of the organizational structure that will meet the needs described in the RFP; including staffing needs (include job descriptions). Page 10 of 13

16 I. BUDGET NARRATIVE/BUDGET (this section is worth 15 points) A single entity proposer is allowed a total of two pages. A collaborative proposal is allowed one additional page for each partner in the collaborative. No collaborative proposal can exceed a total of three pages no matter how many partners are in the collaborative. Any proposal that exceeds the maximum pages allowed may not pass technical review and may not be forwarded to be scored and ranked. The proposer is to provide a budget narrative outlining how the administrative and collaborative functions are to be funded. The proposer will demonstrate in its response that it has the infrastructure to be able to respond to personnel and cash flow issues timely and effectively. Describe how the size and scope of this proposal compares with current grants and programs administered; specify how your agency will fund administrative activities not funded by the grants in this RFP. How will your agency make the required unfunded match? Describe or demonstrate your agency s fiscal ability to meet ongoing financial obligations without default while awaiting reimbursement from the County. Use Exhibit C from this packet to provide information on your proposed costs. Include descriptions of each position listed on the budget forms. J. INSURANCE REQUIREMENTS (Exhibit D) The successful proposer(s) shall be required to obtain and maintain insurance according to County requirements, described in Exhibit D of this packet. Proposer must sign the Proposer s Statement Regarding Insurance Coverage located on the last page of Exhibit D. If a proposer currently does not have insurance in the amounts specified in Exhibit D, do not obtain increased coverage before a contract is offered by the County. After proposals are evaluated and a contractor(s) is selected, the proposed contractor(s) must provide an original current certificate of insurance within five working days of the notification of selection and offer of a contract. The certificate of insurance must provide proof of coverage in compliance with standard County insurance requirements, as specified in Exhibit D of this RFP packet. Failure to conform to insurance requirements within this time period shall constitute grounds for termination of contract negotiations. K. CHILD SUPPORT ORDINANCE (Exhibit E) Proposers are required to read the County of Sacramento Contractor Certification of Compliance Form for those with Court-Ordered Child, Family and Spousal Support and complete the Contractor Identification Form. L. NONDISCRIMINATION CLAUSE/STATEMENT OF COMPLIANCE (Exhibit F) Proposers must read the Statement of Compliance and Nondiscrimination Clause, and sign the form. The Statement of Compliance form must accompany each proposal to comply with Government Code Section and California Administrative Code, Title II, Division 4, and Chapter 5. M. DEBARMENT AND SUSPENSION CERTIFICATION (Exhibit G) Proposers must read and sign the Debarment and Suspension Certification. This certification must accompany each proposal to comply with Code of Federal Regulations, 45 CFR, and Part N. NONPROFIT STATUS/ARTICLES OF INCORPORATION Nonprofit organizations must provide documentation of tax-exempt status from either the Internal Revenue Service or the Franchise Tax Board. A copy of the organization's Articles of Incorporation and an authorization from the governing board allowing submission of the proposal must be included. If an organization is in the process of being incorporated by the California Secretary of State's Office, a proposal may be submitted contingent upon providing proof of the incorporation process, when completed. Page 11 of 13

17 Corporations must complete this process prior to the execution of a contract. O. PROOF OF SIGNATURE AUTHORITY Proposer must provide documentation that the person who signs this proposal is authorized to negotiate on behalf of this corporation and that the signatures recorded are the true and correct signatures of the designated individuals. Proposer must also provide the names and signatures of all parties authorized to sign agreements (contracts), requests for payments and reports. Samples of acceptable proof are a Resolution by the Board of Directors or a letter of Delegated Authority stating those with signature authority which includes the printed name and signature. P. FINANCIAL STATEMENT AND ACCOUNTING SYSTEM Submit your most recent audited financial report, completed by an independent certified public accountant. If the audit is of a parent firm, the parent firm shall be party to the contract. Evidence of solvency and acceptable accounting practices is required. If you are submitting a collaborative proposal, all parties in the collaborative must submit their 2007 and 2008 independent audits. Proposers audited financial statements must be satisfactory, as deemed solely by County, to be considered for contract award. If an audited financial statement is not available please submit: A Federal Income Tax Return (Form 990), or An internally prepared financial statement Q. ADDITIONAL INFORMATION Any additional information that you provide, that has not been explicitly required in the RFP will be rejected and will not be used in the review, scoring or ranking of your proposal. It is the proposer s responsibility to ensure that all pertinent information is contained in the response areas listed above. VI. EXHIBITS A. RFP Checklist B. RFP Cover Letter/Proposer s Statements and Intent to Meet RFP Requirements C. Budget Forms and Instructions D. Insurance Requirements E. Child Support Ordinance/Certificate of Compliance/Contractor Identification Form F. Nondiscrimination Clause/Statement of Compliance G. Debarment and Suspension Certification H. Alcohol and Drug Testing Policy Addendum Page 12 of 13

18 Exhibit A - RFP CHECKLIST The following list identifies all items that must be submitted in your proposal package. Space for check marks is provided in the left margin for your convenience. Signatures must be in blue ink. You re proposal packet must include one (1) original proposal with original signatures and all documents listed below, plus four copies of items 1 through RFP Cover Letter/Intent to Meet RFP Requirements/Proposer s Statements (Exhibit B) Must sign the certification on page Table of Contents 3. Proposal Response The includes proposer s narrative on program experience, performance measures, population/geographic target area, proposal, experience and knowledge of proposal intent, organizational structure and budget narrative as outlined in previous section. 4. Budget (Exhibit C in this packet) Include a job description for each position listed on the budget forms. 5. Insurance Requirements Proposers must sign the Proposer s Statement Regarding Insurance Coverage (Exhibit D - "Insurance Requirements" in this packet) 6. Child Support Ordinance Proposers must read the Child Support Ordinance, sign the Contractor Certification of Compliance form, and complete and sign the Contractor Identification Form (Exhibit E in this packet). 7. Nondiscrimination Clause/Statement of Compliance Proposers must read the Nondiscrimination Clause and complete and sign the Nondiscrimination Statement of Compliance. (Exhibit F in this packet) 8. Debarment and Suspension Certification Proposers must read and sign the Debarment and Suspension Certification (Exhibit G in this packet). 9. Nonprofit Organization Status/Articles of Incorporation Proposers must submit: Evidence of their tax exemption status as defined by the Internal Revenue Service and the Franchise Tax Board, and All corporations must show evidence of incorporation by the California Secretary of State. 10. Proof of Signature Authority Provide proof that the person who signs this proposal is authorized to negotiate on behalf of this corporation. 11. Financial Statement (Government agencies are exempt) All proposers must submit their most recent audits/financial statements by an independent, certified public accountant. Agency must show evidence of solvency and adequacy of accounting practices. If an audited financial statement is not available please submit: A Federal Income Tax Return (Form 990), or An internally prepared financial statement Exhibit A Page 1 of 1

19 SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM RFP NO. DHA , REISSUE EXHIBIT B RFP COVER LETTER AND PROPOSER S STATEMENTS INTENT TO MEET RFP REQUIREMENTS TO: Attention: SUBJECT: COUNTY OF SACRAMENTO DEPARTMENT OF HUMAN ASSISTANCE 2433 Marconi Avenue Sacramento, CA Contracts Manager SNAP TO SKILLS, EMPLOYMENT AND TRAINING TYPE OF BUSINESS/AGENCY: (CHECK ONE) Public Corporation Private Nonprofit Private for Profit Individual Owner Partnership Name of Proposer (Legal Entity) Name, Parent Corporation (if applicable) Address of Proposer (Street, City, Zip Code) Proposer's Federal Tax Identification Number Contact Person (Please Print) (NAME, TITLE, PHONE NUMBER) Fax Number of Proposer Address of Proposer Name and title of person(s) authorized to sign for agency, Phone Number, Fax Number and address Exhibit B Page 1 of 5

20 PROPOSER S STATEMENTS SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM RFP NO. DHA , REISSUE 1. Number of years prospective contractor has been in business under present business name, as well as prior or related business names: 2. Number of years prospective contractor has been licensed: 3. Number of years of experience prospective contractor has had in providing required, equivalent, or related services: 4. List employment related contracts completed in last five years. If there are too many to list below, add an attachment. Year Contracting Agency Type of Service Location Amount 5. List contracts, or other commitments (e.g. consulting arrangements), currently in force. If there are too many to list below, add an attachment. Year Contracting Agency Type of Service Location Amount 6. Provide details of any failure or refusal to complete a contract. Exhibit B Page 2 of 5

21 SNAP TO SKILLS EMPLOYMENT AND TRAINING PROGRAM RFP NO. DHA , REISSUE 7. If not a governmental agency, complete the following: a. Does the agency hold a controlling interest in any other organization? Yes No If yes, list organizations. b. Is the agency owned or controlled by any other person or organization? Yes No If yes, list person(s) or organization(s). c. Financial interest in any other business: d. Name of persons with whom the prospective contractor has been associated in business as partners or business associates in the last five years: Name of Business Associate Name of Business 8. Briefly describe the agency's experience in the service to be provided as well as the experience of principal individuals who would be involved in this project. Exhibit B Page 3 of 5